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HomeMy WebLinkAboutFinance & Corp - 2003-09-08FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 The Finance and Corporate Services Committee met this date, chaired by Councillor B. Vrbanovic, commencing at 2:10 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, G. Lorentz, J. Smola and J. Gazzola. Councillor M. Galloway was in attendance for part of the meeting. Officials Present: Ms. P. Houston, Ms. L. MacDonald, Ms. L. Baillargeon, Ms. J. Koppeser, Ms. J. Billett, and Messrs. J. Fielding, G. Sosnoski, F. Pizzuto, D. Paterson and L. Proulx. SSD-03-028 - REVISIONS TO HUMAN RESOURCES POLICY 11-255 SAFE OPERATING / DRIVING The Committee was in receipt of Strategic Services Department report SSD-03-028, dated August 6, 2003 concerning revisions to the wording of the Safe Operating / Driving Policy to update terminology relating to vehicle collisions and vehicle inspections. On motion by Councillor J. Gazzola - it was resolved: "That the revisions to Human Resources Policy #11-255 (Safe Operating / Driving), as attached to Strategic Services Department report SSD-03-028, be adopted." 2. CRPS-03-158 - REFERRAL OF SAFE & HEALTHY COMMUNITY COMMITTEE RECOMMENDATION - SAFE & SOUND PROJECT - KINGSDALE NEIGHBOURHOOD ASSOCIATION ADVISORY The Committee was in receipt of Corporate Services Department report CRPS-03-158, dated August 29, 2003 concerning a presentation made by the Kingsdale Neighbourhood Association to the Safe & Healthy Community Advisory Committee regarding the Safe & Sound Demonstration Project of the Waterloo Region Community Safety and Crime Prevention Council. It was noted in the report that the intent and spirit of the recommendations advanced by the Kingsdale Neighbourhood Association with respect to this matter have been addressed in the City's Youth Opportunities Plan. Councillor J. Gazzola requested that staff ensure the Committee's recommendation is communicated to the Kingsdale Neighbourhood Association. On motion by Councillor J. Gazzola - it was resolved: "WHEREAS the recommendations contained in the Safe and Sound Project of the Kingsdale Neighbourhood Association were presented to City Council on November 4, 2002, and subsequently referred to the Safe and Healthy Community Advisory Committee for consideration and recommendation; and, WHEREAS a presentation was made by the Kingsdale Neighbourhood Association to the Safe and Healthy Community Advisory Committee at its meeting of June 10, 2003; and, WHEREAS the Safe and Healthy Community Advisory Committee noted that the 4 recommendations of the Safe and Sound Project are being incorporated into the draft Youth Opportunities Plan scheduled for presentation to City Council in the near future; NOW THEREFORE BE IT RESOLVED that the Safe and Healthy Community Advisory Committee recommends that no action be taken on the recommendations of the Safe and Sound Project, as presented to City Council on November 4, 2002." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 - 90 - CITY OF KITCHENER CRPS-03-159 - CAPITAL BUDGET & 10 YEAR CAPITAL FORECAST - CARPET FOR CITY HALL The Committee was in receipt of Corporate Services Department report CRPS-03-159, dated August 29, 2003, concerning a request for funding for replacement of existing carpet within the City Hall facility. Mr. L. Proulx attended in support of the staff recommendation and advised that surplus carpet, purchased at the time of initial installation for the City Hall Tower offices, has now been depleted. In this regard, he advised that staff are requesting funding to allow purchase of replacement carpet in 2004 and additional funding to be set aside in the Capital Forecast for the year 2008. In response to questions, Mr. Proulx advised that the funding request is intended for referral to the 2004 budget process. Mr. Proulx further advised that tendering is not considered to be of benefit as it would be difficult for another manufacturer to match the original carpet made specifically for the building by Kraus Carpets and in comparison to other manufacturers, Kraus is still offering a very good price. On motion by Mayor C. Zehr- it was resolved: "That $100,000. be budgeted in the Capital Forecast for the purchase of carpet for City Hall in 2004 and an additional $100,000. in 2008." DELEGATION PRESENTATION - KITCHENER PUBLIC LIBRARY - COMMUNITY INPUT RE: NEW MAIN LIBRARY The Committee was in receipt of a report dated August 27, 2003 prepared by Ms. Peggy Walshe, Chief Executive Officer of the Kitchener Public Library (KPL), concerning the need for a new main library to replace the existing facility on Queen Street North. The Committee also received this date a copy of the fall issue of "In Touch", a publication produced by the KPL. Ms. P. Walshe, together with members of the KPL Board, attended to present an update on discussions that have taken place to date and to outline details respecting timelines, summary of comments received as a result of public consultation, overview of a pre-conference session with the American Library Association and Canadian Library Association, and results of a site visit to the new main London Public Library facility. Ms. Walshe reviewed deficiencies respecting the existing KPL facility outlined in a previous study conducted by Beckman Associates including, lack of parking; lack of space; crowded children, youth and staff office space; and accessibility challenges. She noted that the study determined that approximately 130,000 sq. ft. is needed for a new main library, with flexibility to expand and accommodate future growth. She advised that research has shown main libraries in Downtown areas have a positive revitalization effect. She commented that the Downtown is the preferred location and a new Downtown library facility will benefit from new development in the core (ie. Children's Museum), as well as the presence of business / retail / education and government sectors. She reviewed comments received from public consultation which were generally positive toward a new facility; however, she pointed out that citizens are not in favour of placing the new facility in the Downtown if it is just to save the Centre Block. She noted that parking space / accessibility, lack of space and demand for new programming / services remains a concern of citizens. Comments received regarding shared library services with the City of Waterloo indicate Kitchener citizens are not prepared to subsidize Waterloo or any other combination of government sharing of library services, and those who did show an interest in shared services were primarily residents from Waterloo. Ms. Walshe advised that further consultation is pending, as well as planned site visits to the Cities of Richmond Hill and Mississauga, and a subsequent information report will be forthcoming to the Committee in late October / early November. Councillor M. Galloway entered the meeting during Ms. Walshe's presentation. 4. DELEGATION PRESENTATION - KITCHENER PUBLIC LIBRARY - COMMUNITY INPUT RE: NEW MAIN LIBRARY FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 -91 - CITY OF KITCHENER (CONT'D) The Committee then entered into a lengthy discussion during which issues were raised concerning the process of considering feasibility of a shared library service with the City of Waterloo. In this regard, it was emphasized that consideration of shared library services is a separate process that is being considered by a Task Force established to specifically address this issue, and a final report from the Task Force is anticipated in February 2004. Ms. Walshe stressed that the intent of her presentation this date is to meet Council direction with respect to informing Council on discussions to date respecting the need for a new main library in Kitchener. Mayor C. Zehr requested that when the report on feasibility of the shared library services is brought forward that full disclosure of all advantages and disadvantages be outlined, as well as cost implications to all partners. Ms. Walshe also commented on difficulties experienced by the Cities of London and Hamilton relative to their new library facilities and suggested that the challenges faced in London could have been addressed more directly at the design stage in consultation with its Board and community input. In response to further questions, Ms. Walshe advised that Beckman Associates is now proceeding with the next steps of the Library Building Program which will include analysis of consultation results to produce specifications, service and collection implications and design of a new main library. She also responded to questions concerning the location of a new facility, commenting that while the consultant has determined the Centre Block to be the best location, it will be important to listen to community input and be open to alternatives. Mr. J. Fielding added that no conclusions have been made with respect to location of a new library facility and the KPL is being encouraged to investigate alternative sites. SSD-03-026 - NEW HUMAN RESOURCES POLICY 11-108 - ELECTRONIC HARDWARE AND SOFTWARE INSTALLATION The Committee was in receipt of Strategic Services Department report SSD-03-026, dated July 29, 2003 introducing a new policy to prohibit the use of private software and hardware on the Corporate Computer System. In response to questions, Mr. D. Paterson advised that Information Technology has identified the potential for use of private software and hardware to compromise the City's computer system and existing policies governing electronic mail and Internet use do not adequately address this concern. It was noted that it is intended to limit hardware and software to City owned and licensed products and accordingly, only wallpaper and/or screensavers approved for use will be permitted. Councillor B. Vrbanovic commented that some staff have purchased a Blackberry and/or Palm Pilot on their own initiative and pointed out that the policy would now appear to prohibit their use. Mr. D. Paterson advised that Information Technology staff may entertain exceptions, where circumstances warrant; however, given the potential for significant requests they did not want to formalize an exemption process within the policy. Councillor Vrbanovic requested that staff monitor the impact of the policy over the coming year and report back to the Finance and Corporate Services Committee. On motion by Mayor C. Zehr - it was resolved: "That draft policy #11-108, entitled 'Electronic Hardware and Software Installation', be approved, as attached to Strategic Services Department report SSD-03-026; and further, That staff monitor the impact of this policy and report to the Finance and Corporate Services Department within one year of its implementation." FIN-03-036 - NEWCOUNCIL POLICY - TECHNOLOGY AND HOME OFFICE EXPENSES (MAYOR & COUNCIL) FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBERS~ 2003 -92 - CITY OF KITCHENER The Committee was in receipt of Financial Services Department report FIN-03-036, dated August 21,2003 introducing a policy to provide a consistent approach to the reimbursement to members of Council for technology and home office expenses. In response to questions, Ms. P. Houston advised that members of Council will be allocated a maximum of $5,000. per year and expenses must be supported by an original invoice. She further noted that technology purchases with a useful life greater than one year will be amortized over the three-year term of Council. Councillor J. Gazzola questioned if it would be possible to expand the repayment period and Ms. P. Houston advised that in circumstances where a member of Council is not re-elected it would not be possible to expand the repayment period. Mayor C. Zehr suggested that the repayment should occur within the three-year term and asked that staff monitor repayment throughout this ~eriod of time to determine if it is in fact a problem. On motion by Councillor J. Gazzola - it was resolved: "That the policy attached to Financial Services Department report FIN-03-036, dated August 21, 2003, regarding Mayor and Council Technology and Home Office Expenses, be approved, effective December 1,2003." CRPS-03-162 - DELEGATION OF AUTHORITY - 2003 MUNICIPAL ELECTION COMPLIANCE AUDITS The Committee was in receipt of Corporate Services Department report CRPS-03-162, dated September 2, 2003 advising that under Section 81(3.1) of the Municipal Election Act (MEA), 1996, Council has the option before Voting Day in an election year of establishing a committee to consider applications for a compliance audit and to decide on whether it should be granted or rejected; such committee to be delegated all or part of Council's powers and functions with respect to compliance audits. Alternatively, Council could choose to delegate to a committee its authority to determine whether the audit request will be granted or rejected and Council then retain all other responsibilities pertaining to compliance audits. Mr. G. Sosnoski provided a brief overview of the options available to Council with respect to compliance audits and stressed that should Council appoint an independent committee with full powers and functions, the Committee's responsibilities would include: granting or rejecting the compliance audit request; appointing an auditor to conduct the compliance audit, ensuring submission of the auditor's report to the appropriate individuals; consideration of the report and if warranted, commencement of legal proceedings against the candidate for any contravention of a provision of the Act relating to election campaign finances; and recovery of any auditors cost from the applicant in the event it is found that there were no reasonable grounds for the application. Councillor J. Gazzola was of the opinion that appointing an independent committee would be the best approach. Mayor C. Zehr questioned if the City's Auditor could be appointed as the Committee. Mr. G. Sosnoski stated that the only concern with using the City's Auditor would be a question of perception given the Auditor has an indirect connection to Council; however, he pointed out that the Auditor is hired on the basis of unbiased, professional ethics. Councillor Gazzola stated that he would prefer to give full delegation of authority to a publicly appointed committee of citizens to avoid any mis-perception. Councillor B. Vrbanovic questioned how such a committee would be established. Mr. Sosnoski stated that such a committee would have to be appointed by Voting Day and the only time constraint would be related to advertising. He pointed out that Council will decide on the composition of the committee and will have to pass a resolution and/or by-law to allow establishment of the committee prior to Voting Day. Councillor Vrbanovic requested that staff report to the September 15 Council meeting as to the process to establish the committee, the committee composition and the cost of advertising. CRPS-03-162 - DELEGATION OF AUTHORITY - 2003 MUNICIPAL ELECTION COMPLIANCE AUDITS (CONT'D) On motion by Councillor J. Gazzola - FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 - 93 - CITY OF KITCHENER it was resolved: "That in accordance with Section 81(3.1) of the Municipal Election Act, 1996, Council delegates its authority under subsections 3, 4, 7, 10 and 11 of the Act with respect to elector requests for applications for compliance audits relating to candidate election campaign finances to an independent Committee, for the 2003 Municipal Election; and, That staff be directed to advertise for appointments to said Committee to allow appointments by Council prior to Voting Day, November 10, 2003; and further, That staff report to the September 15, 2003 Council meeting with details as to the process, Committee composition and cost of advertising." CRPS-03-163 - 2003 MUNICIPAL ELECTION - DELEGATION OF AUTHORITY - LAME DUCK PERIOD The Committee was in receipt of Corporate Services Department report CRPS-03-163, dated September 3, 2003 advising that the current Council may be prohibited from taking actions under Section 275 of the Municipal Act, 2001 on September 26 (Nomination Day) or November 10 (Voting Day) if it is determined on either of those dates that the new Council will include fewer than 6 members of the current Council. This event is known as a "lame duck" period. Accordingly, should a lame duck scenario occur staff are recommending delegation of authority to the Chief Administrative Officer for approval of all Tenders, Expressions of Interest and Proposal Calls which are currently unbudgeted and with a value in excess of $50,000. for the period September 26 to December 12, 2003. On motion by Councillor C. Weylie - it was resolved: "That the Chief Administrative Officer be granted authority to approve all Tenders, Expressions of Interest and Proposal Calls which are currently unbudgeted and with a value in excess of $50,000. for the period September 26 to December 12, 2003; and, That this authority be automatically rescinded in the event the current Council, either on September 26, 2003 (Nomination Day) or November 10, 2003 (Voting Day) is not prohibited from carrying out the activities outlined in Section 275 of the Municipal Act, 2001; and further, That any approvals granted by the Chief Administrative Officer during the above period be reported to Council for ratification at the earliest opportunity following the Inaugural Meeting of the new Council." CRPS-03-156 - 2003 MUNICIPAL ELECTION - VOTER NOTIFICATION - PROPOSED CHANGES The Committee was in receipt of Corporate Services Department report CRPS-03-156, dated August 26, 2003 advising of changes proposed to the delivery of voter notification under Council Policy 1-220 (Election - Notice of Polling Place). Mr. G. Sosnoski advised that the changes proposed include contracting responsibility for producing, as well as delivering, the voter notification to a third party company and the notices will be on standard letter size paper rather than the traditional postcard. Mr. Sosnoski pointed out that the changes will allow multiple notification letters to be included in a single envelope going to one address and the Corporation will realize an overall savings of approximately $15,000. CRPS-03-156 - 2003 MUNICIPAL ELECTION - VOTER NOTIFICATION - PROPOSED CHANGES (CONT'D) In response to questions, Mr. Sosnoski advised that the letter format will allow more information FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 - 94 - CITY OF KITCHENER to be included in the notification if desired, including how to vote and where Voters Lists can be viewed. Members of the Committee were in agreement that staff should proceed with the proposed changes. Mayor C. Zehr requested that staff pursue some form of identification of the contents on the outside of the envelope to avoid the perception of "junk" mail. 10. CRPS-03-161 - MIDWAY REQUEST - OCTOBER 2 - 5, 2003 - HOMENIUK RIDES INC. - 707 OTTAWA STREET SOUTH (WEILAND FORD) The Committee was in receipt of Corporate Services Department report CRPS-03-161, dated September 2, 2003 advising of a request from Homeniuk Rides Inc. to operate a midway at 707 Ottawa Street South from October 2 - 5, 2003. In response to questions, Ms. J. Koppeser advised that no complaints have been received with respect to the Company's previous operation of midways at this location. On motion by Councillor J. Gazzola - it was resolved: "That Homeniuk Rides Inc. be granted permission to operate a Midway at Weiland Ford, 707 Ottawa Street South, from October 2-5, 2003, subject to the following: a) the hours of operation shall be: Thursday, October 2 Friday, October 3 Saturday, October 4 Sunday, October 5 3:30 p.m. - 10:00 p.m. (music off at 8:00 p.m.) 3:00 p.m. - 11:00 p.m. (music off at 10:00 p.m.) 10:00 a.m. - 11:00 p.m. (music off at 10:00 p.m.) Noon - 10:00 p.m. (music off at 8:00 p.m.); and, b) the music at the Midway shall be turned off one hour before closing time except those evenings (Thursday and Sunday) preceding school days when it shall be turned off at 8:00 p.m.; and, c) music at the Midway shall be turned down at 8:00 p.m. on Friday and Saturday evenings; and, d) parking arrangements shall be reviewed with Traffic Planning staff to ensure adequate off-street parking will be provided; and further, e) the required licence shall be obtained prior to operating the Midway." 11. FIN-03-037- NATURAL GAS RATES The Committee was in receipt of Financial Services Department report FIN-03-037, dated September 2, 2003, advising that a review of the supply and transportation components of the natural gas rates charged to system gas customers of the City has now been completed and staff are recommending that rates remain at current levels until April 1,2004. 11. Ms. L. Baillargeon advised that given the volatility of the natural gas commodity markets, staff have undertaken to secure additional supplies for storage at favourable market rates such that the City's current supply rate is now sufficient to recover expected costs up to April 1, 2004. In response to questions, Ms. Baillargeon pointed out that a decrease in rates is not possible given the City's supply rate is at a break-even point. She also commented on the process that Union Gas undertakes to determine their price, noting that they are proposing a slight decrease on October 1; however, she pointed out that they have a rider on delivery rates which allows them to recover additional funds to meet expenses. She stressed that prices are expected to increase again during the winter months. FIN-03-037- NATURAL GAS RATES (CONT'D) On motion by Councillor J. Gazzola - it was resolved: FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBERS~ 2003 -95 - CITY OF KITCHENER "That the supply and transportation components of the Natural Gas Rates for system gas customers of the City of Kitchener remain at current levels until April 1,2004." 12. ADJOURNMENT On motion, the meeting adjourned at 3:30 p.m. Janet Billett, AMCT Committee Administrator